Request for AmeriCorps State Members The host site guide for requesting and recruiting an AmeriCorps member through the Power of We Consortium AmeriCorps State program. 20152016 May 26th, 2015 Dear Prospective Host Site, As you begin to look at your organizations’ goals, we encourage you to consider how the Power of We Consortium AmeriCorps Program can not only support reaching those goals but also assist in building the capacity of your organization. Our AmeriCorps members serve in many different capacities with partner organizations. They work to fill needs, support individuals and empower the communities they serve. In addition to the service members provide to others, they are also given the opportunity to learn, connect and develop their resume for post service opportunities. In order to participate in the AmeriCorps Program, partners are asked to provide a matching portion of the money granted by the Michigan Community Service Commission via the Corporation for National and Community Service. This match, which varies depending on the type of service member requested, supports not only the stipend provided to members, but the administrative costs to provide training and support services to members and service sites during the AmeriCorps year. As you look over this site package, our hope is that you will find the site application process and, if chosen, the subsequent member identification process easy and productive. In order for your request of a 2015-2016 AmeriCorps Service member to be considered, you must return the position description(s) and request for proposal (RFP) application by Thursday, June 18th by 5pm. Yours in service, Andrea Villanueva AmeriCorps Program Manager Power of We Consortium **Member placement is contingent on the approval of funding to the PWC AmeriCorps Program** What is AmeriCorps State? Commonly known as the “domestic Peace Corps,” AmeriCorps is a national service program governed by a federal agency – the Corporation for National and Community Service (CNCS) – and administered in Michigan by the Michigan Community Service Commission (MCSC). AmeriCorps is a network of local, state, and national service programs that connects Americans in intensive service to meet our country’s critical needs in education, public safety, health and the environment. AmeriCorps members serve with nonprofits, public agencies, and faith-based and community organizations. Since 1994, AmeriCorps State members have provided needed assistance to millions of Americans across the nation. Program Overview The Power of We Consortium AmeriCorps State Program places AmeriCorps members throughout Ingham County to increase food security and reduce chronic disease in residents by focusing on two project goals: 1. Increase consumption of healthy foods and reduce food insecurity with gardening, food distribution and referrals. 2. Teach community members the importance of eating healthy foods and strategies to adopt better diets. AmeriCorps Member Activities Daily tasks include planning and implementing programs that support one or more of the two goals listed above, as well as measuring these programs’ impact on the community. Activities must directly benefit low-opportunity neighborhoods of Ingham County. Members may only engage in activities listed in the position descriptions. Examples of past allowable member activities include, but is not limited to: facilitating cooking demos, organizing community gardens, maintaining community gardens, organizing and facilitating nutrition education classes, etc.. Page 2 of 21 AmeriCorps Member Reporting All AmeriCorps members are required to provide the Consortium program with data that is collected during programming. This data is reported back to the Michigan Community Service Commission and the Corporation for National and Community Service. Members are required to report the number of unique individuals attending programming in addition the results of a participant survey. Members will enter data into a program wide reporting system and into Michigan’s AmeriCorps reporting system, OnCorps. Members will report numbers and updates to the Program Director monthly as well as entering data into OnCorps quarterly. Members are allowed to keep participant data in their host sites tracking system, if applicable. The program will provide members with program specific questions that must be asked. Members will be required to pre and post survey certain participants. The Power of We Consortium AmeriCorps State Program will report on 3 different Performance Measures. All member activities must support the following Performance Measures: PWC 2015-16 AmeriCorps State Performance Measures: Youth Nutrition Education Food Security Volunteers • Classes, cooking demos, workshops, some exercise promotion, and other nutrition programming with youth (017) •Adult nutrition education that includes; •classes, cooking demos, workshops, some exercise promotion •Food distributions •Community gardening and home garden assistance •Referrals to other food programs and/or how to access free/reduced food. • Number of volunteers generated to aid in member programming **Member placement is contingent on the approval of funding to the PWC AmeriCorps Program** AmeriCorps Member Eligibility AmeriCorps programs do more than move communities forward; they serve their members by creating jobs and providing pathways to opportunity for young people entering the workforce and those changing careers paths. AmeriCorps places thousands of adults into intensive service positions where they learn valuable work skills, earn money for education, and develop an appreciation for citizenship. This means many of our candidates and current members are new to the professional field and do not have years of work experience. The program takes pride in providing members with professional development training opportunities and experiences so they are equipped with the needed skills to be professionally successful after service. The Power of We Consortium AmeriCorps program adheres to Michigan’s AmeriCorps & CNCS policies and procedures. A candidate may become part of the program if they meet the following: At least 17 years of age. Minors must have parent/guardian approval. High School diploma, GED, its equivalent or willing to work towards obtaining one of these certificates. U.S. citizen, national, or legal permanent resident alien and provide documentation Have no violent felonies on record Clearance on the following checks: o Central Registry Clearance Check o MSOPR (state sex offender) o NSOPR (national sex offender) The additional checks are performed, but full clearance is not needed for national service eligibility. In the instance of a charge appearing, the Program Director will communicate, on a need to know basis, with the site supervisor to identify and determine service restrictions. (E.g. DUI several years back, suspended license due to unpaid parking tickets, etc.) : Michigan ICHAT (state background) FBI Check (for members with reoccurring contact with vulnerable populations) Commitment to completing the needed service hours within the program time frame Abide to all program policies and procedures outlined in the Member Agreement Page 4 of 21 Prohibited Activites While representing AmeriCorps or during service hours, members are prohibited from performing the following activities unless prior approval by the Program Manager has been secured: 1. fundraising and grant writing a. soliciting in-kind funds 2. providing a direct benefit to a for-profit entity, a labor union, a partisan political organization, a religious organization or a non-profit entity that fails to comply with the restrictions contained in section 501C(3) of U.S. Code Title 26; a. This includes local economy, food system, environment etc.. b. Members may not support farmers or other market vendors in any way (setting up/tearing down, etc.) c. Members may not support any business in utilizing the services of a food hub. d. Members may not support farmers in planning their business or marketing/selling of products e. If the profits of the sale of any food will benefit a for profit entity, member may not maintain the farm or garden plot that grows the food. f. Members may not support a Community Supported Agriculture (CSA) program if shareholders make payments to a for profit entity. 3. Any activities that displaces, replaces, supplants, or duplicates current staff or volunteer responsibilities. 4. Administrative work that is not in support of position description activities. 5. any activity attempting to influence legislation or an election or aid a partisan political organization, i.e., organize a letter-writing campaign; 6. printing politically charged articles in a Corporation funded newsletter; 7. Assisting, promoting, or deterring union organizing or activity; 8. engaging in religious instruction; 9. conducting worship services or leading a prayer; 10. providing instruction as part of a program that includes mandatory religious instruction or worship; 11. engaging in any form of religious proselytizing; 12. organizing or engaging in political demonstrations, protests, petitions, boycotts, and strikes; 13. impairing existing contracts for services of collective bargaining agreements; 14. participating in or endorsing events or activities that are likely to include advocacy for or against political parties, political candidates, political platforms, proposed legislation or elected officials; 15. Organizing or participating in voter registration drives. 16. Receiving additional compensation from, or be employees of, the host site organization during their AmeriCorps service. 17. Responsible for enrolling individuals in federal assistance programs. 18. Recruiting volunteers to do any of the above prohibited activities. Members may exercise their rights as private citizens and may participate in the above activities on non-AmeriCorps time, and using non-Corporation funds. The member agrees not to wear or display the AmeriCorps logo when involved in these activities as a private citizen. **Member placement is contingent on the approval of funding to the PWC AmeriCorps Program** Member Benefits of AmeriCorps Service The Power of We Consortium AmeriCorps State Program offers 3 different member service terms throughout the program year. Full Time and Half Time members serve the full length of the program year; October 2015- September 2016. Quarter Time members serve a quarter of the program year; May 2016- September 2016. **This RFP application is for Full Time and Half Time proposals only. Quarter Time RFP’s are distributed shortly after the New Year. *** Full Time Service (1700 Hours) Full Year • Stipend: $12,530 • Education Award: $5,645 • Healtcare Benefits • Childcare Assistance • Loan Forebarence Half Time Service (900 Hours) Full Year • Stipend: $6,400 • Education Award: $2,822 • Loan Forebarence Quarter Time (450 Hours) Summer Term Only • Stipend: $3,200 • Education Award: $1, 493 • Loan Forebarence Page 6 of 21 AmeriCorps Funding Structure Corporation for National and Community Service (CNCS) DHS oversees all funding distributed by the MCSC. Department of Human Service (DHS) Michigan Community Service Commission (MCSC) ICHD is the fiduciary of the AmeriCorps grant, approving all grant related expenses. MCSC is the state agency responsible for promoting and supporting volunteer efforts in the state of Michigan. They are the grantor for AmeriCorps State programs. Ingham County Health Department (ICHD) Power of We Consortium (PWC) Non-profits, religious institutions, government and county entities act as the host sites for AmeriCorps members, fulfilling roles dictated by the grant. CNCS is the Federal Agency that supports National Service work across the US through funding and program support. PWC is the administrator of the Power of We Consortium AmeriCorps State Program, coordinating the placement and compliance pieces of the grant. Non-profit, religious institutions, government/county entities **Member placement is contingent on the approval of funding to the PWC AmeriCorps Program** Host Site Participation Details Applicant submits Request for Proposals (RFP) PWC evaluates host site RFP's (i.e. program focus, capacity to host, past history with program) Host sites are selected and members slots allocated Site supervisors attend recruitment interview meeting Member interviews, member selcetion, member orientation Recruitment/ placement process begins Host Site Match TERM MATCH FEE PER MEMBER PAYMENTS Full Time $8,500 Quarterly Half Time $3,960 Quarterly Quarter time (Summer only) $2,094 Quarterly TERMS SERVICE HOURS SERVICE PERIOD Full Time Member serve 1700 hours: Approx. 36 hours/week October 13, 2015 – September 16, 2016 Half Time Member serve 900 hours: Approx. 25 hours/week October 13, 2015 – September 16, 2016 Quarter Time (Summer only) Member serves 450 hours May 5 2015 - September 4, 2015 Member Service Terms Page 8 of 21 Benefits to Host Site All member benefits, including the living allowance, loan forbearance, education award, health insurance and training, are provided by the Program. (Health insurance for full time, full year members only) Support in recruiting and selecting qualified individual(s) who will serve as AmeriCorps member(s). Ongoing support to AmeriCorps members and site supervisors. The opportunity to increase your organizational capacity to address local needs. Limited mileage reimbursement for AmeriCorps members, funded by the grant. Enhanced partnerships with others involved in building healthier communities. Recognition by local, state and national decision-makers for being part of a project that changes the lives of individuals in our communities. Requirements of Host Site Provide the required host site match fee within the time frame listed on the invoice. Sign an Organizational Charter with the Power of We Consortium once selected as a Host Site. Work with the AmeriCorps program in selecting a candidate for the position. As part of the interview process, it is required that a PWC staff member is present at all interviews to represent PWC and AmeriCorps. Host sites must be willing to work with PWC staff during the interview process. Submit committed members’ contact information and signed Host Site Memorandum of Agreement to the AmeriCorps Program before member(s) begin service. Designate a site supervisor; an appropriate individual who will be responsible for supervising the AmeriCorps member(s) day to day activities, programs, and whereabouts. Usually a program manager/director associated with the members’ role. Attend a 2-4 hour site supervisor meeting before the interview process begins. Attend a 3-5 hour site supervisors meeting during members’ orientation week. Attend quarterly (4) Leadership and Practice Committee/Site Supervisor meetings to share issues, concerns, and best practices among peers. Supervise the AmeriCorps member(s) and verify member time sheets on a biweekly basis. Provide support/resources to AmeriCorps members for completing assigned projects. Ensure AmeriCorps member(s) submit accurate reports in OnCorps. Provide office space, phone access, e-mail and computer access to the AmeriCorps member(s). Communicate with the AmeriCorps Program Coordinator about program activities, supervisory changes, and any concerns related to or impacting the AmeriCorps members’ service. **Member placement is contingent on the approval of funding to the PWC AmeriCorps Program** Host Site Selection Criteria Based on AmeriCorps guidelines and Consortium priorities, proposals will be evaluated by the review team on the following criteria: A project focus on the 2 Power of We Consortium AmeriCorps State program goals A plan to pay the required host site match A commitment to providing strong on-site supervision A commitment to working collaboratively with the Power of We Consortium in recruiting and hiring A commitment to focusing members on approved activities that target appropriate beneficiaries A commitment to demonstrating impact using member accomplishments and community feedback A demonstrated ability to provide a well-equipped, supportive environment for members to complete their term of national service, including proper training and guidance for each AmeriCorps member Page 10 of 21 AmeriCorps 2015-16 Service Year Timeline 2015-2016 PWC AmeriCorps State Member Schedule June 10, 2015 AmeriCorps State Information Open House/Application T.A. June 10-17 Additional application TA by appointment June 18, 2015 RFP’s due by 5pm. Week of July 6, 2015 Host Site acceptance letters distributed July 13, 2015 Site Supervisor Recruitment/Interview Process Meeting (ICHD, Time TBD) July 13-August 3, 2015 Member recruitment begins August 3, 2015 Applicants resumes due by 5pm. August 3-7, 2015 Site Supervisors contact potential candidates to set interview August 10-28, 2015 Interviews with prospective candidates (at Host Sites) August 10-31, 2015 Member offers made August 31, 2015 All member offers accepted by selected candidates September 11, 2015 PARS due to County September 28-30, 2015 New Hire Paperwork with members (ICHD) October 12, 2015 Summer site supervisor meeting (ICHD, time TBD) October 13-16, 2015 New member orientation (ICHD) October 15, 2015 Member half day host site orientation (at Host Sites) October 19, 2015 Members report to sites for service November 19, 2015 Michigan’s AmeriCorps Member Celebration September 16, 2016 Members last day of service **Member trainings, PWC AmeriCorps, Michigan’s AmeriCorps and/or CNCS required events TBD. All parties will be notified of required events as soon as the program has the needed information** **Member placement is contingent on the approval of funding to the PWC AmeriCorps Program** Recruiting Process for AmeriCorps Members The following is the process for recruiting and interviewing prospective members once PWC has accepted your request for a member. 1. The approved position description will be posted to the PWC website. The host site is encouraged to post approved position descriptions to their websites and/or other external employment platforms. 2. Prospective candidates will submit a cover letter and resume to the PWC Program Director 3. Host sites will have access to a recruitment Google Folder where all prospective candidate applications will be stored. 4. Site supervisors will be contacted by the PWC Program Director to schedule an interview date/time slot to ensure that PWC staff can be present at all interviews to provide additional support and answer AmeriCorps-specific questions. 5. Following the closing date for application submission, host sites will choose their top 3 candidates to interview. 6. Site supervisors will schedule interviews with their top 3 prospective candidates during their interview time slot. 7. Site supervisors will submit their selection to the Program Director. The final selection of AmeriCorps members must be pre-approved by the AmeriCorps State Program once a final recommendation has been made by the host site, prior to making an offer to the candidate. 8. If the member receives approval from the Program Director, site supervisors will contact the prospective member to offer them the position. 9. Upon acceptance the PWC Program Director will follow up with next steps. Page 12 of 21 Hiring Procedure 1. Identifying candidates: a. Organization posts position openings using local job forums. b. Prospective applicants are then directed to submit cover letter and resume to PWC Program Director. c. Program Director reviews qualifications of applicants and places them on the PWC Recruitment Google Drive. Prospective members will only be considered for enrollment if they: i. Are not listed on the U.S. Department of Justice Sex Offender Registry. ii. Have never been convicted of a serious felony. iii. Are prepared to serve the time commitment required by the Member Agreement. iv. Do not have a relative on staff at the Host Site. d. After the resume submission date passes and interview time slots have been issued to site, site supervisors may contact their top 3 candidates for interviews. e. Organizations, after interviewing prospective members, will select their top choice that will then move on to step two of the process initiated by the Program Director. 2. Before Member Orientation: a. New Hire Paperwork; i. Copy of license, social security card, and birth certificate/passport ii. Fed W-4 iii. MI W-4 iv. I-9 Citizenship Verification v. Background check authorization vi. Direct Deposit Form vii. Liability Waivers (Photo/Publicity, Drug, Health, Child care) viii. County needed forms b. Background checks run; c. If application and background check come back clear, applicant will be cleared for the position and allowed to serve. 3. Week prior to start date a. Program Director will check to make sure AmeriCorps members’ file is complete with required documentation. b. Confirmation email will be sent with orientation training information. **Member placement is contingent on the approval of funding to the PWC AmeriCorps Program** Power of We Consortium (PWC) AmeriCorps State Program Host Site Application Program Year 2015-2016 Cover Page Organization Name: EIN: Site Supervisor Name: Title: Address: City/State/Zip: Telephone Number: Fax Number: Email: We are interested in hosting ____ full time AmeriCorps State member(s) and ____ half time AmeriCorps State member(s) at our organization. We understand each member requires a member host site match. Page 14 of 21 Our organization understands and agrees to ALL requirements presented in the Request for AmeriCorps Member booklet: Yes No Authorization: The applicant certifies to the best of her/his knowledge that this data is true and correct, that the filing of this application has been duly authorized by the governing body of the applicant and that the applicant will comply with the assurances required if the proposal is approved. Name______________________________________ Title_________________________________ Signature ___________________________________ Date ________________________________ This application is for the placement of a 2015-2016 member. Applications are due on June 18th by 5pm. Applications should include page 14 to the end of the document. Please submit applications to Andrea Villanueva, AmeriCorps State Program Director via email at [email protected]. I. Application: Organizations seeking to host one or more AmeriCorps members may apply by answering the questions below. Keep in mind that not all reviewers are familiar with these programs. 1. Organizational Information: Briefly describe your organization’s mission and history. If your organization has hosted or is hosting AmeriCorps members, how many and when? **Member placement is contingent on the approval of funding to the PWC AmeriCorps Program** 2. Goal Area: Which of the goal areas will the proposed AmeriCorps member(s) serve? Healthy Futures #1. PWC AmeriCorps members will increase the consumption of healthy food and reduce food insecurity through gardening, food distribution and/or referrals. #2. PWC AmeriCorps members will teach community members the importance of eating healthy foods and strategies to adopt better diets. Describe how the AmeriCorps member(s) will support your organization in addressing the goal(s) selected above: 3. Target Population: Describe all locations where the AmeriCorps member(s) will likely perform their duties. Who will be the beneficiaries of the AmeriCorps service? 4. Tracking Outputs: AmeriCorps members are required to produce databases of people served, which will be fulfilled through the program’s database system. How will you ensure members are removing duplicates within site? How will you incorporate the AmeriCorps reporting requirements into your organization’s established reporting systems? Page 16 of 21 5. Demonstrating Impact: AmeriCorps members are required to gather written community feedback by surveying the unique individuals they serve. Certain clients will have to be pre and post surveyed with program specific questions. How will you ensure the collection of survey results? Once data is collected, how will you determine if AmeriCorps-supported projects have been successful in impacting the community? 6. Avoiding Duplication: If you are requesting multiple AmeriCorps members, describe how they would maintain separate and unique roles. Summarize the basic differences between their duties, characterized by topic, population characteristics, geography, or other factors. 7. Sustainability: If you have hosted AmeriCorps members in the past, how will this service term’s activities be different? How are you moving towards sustainability? Current member activities should significantly build upon past projects and/or create new programs for the community. **Member placement is contingent on the approval of funding to the PWC AmeriCorps Program** 8. Recruiting Members: It is important to the program that the Lansing community is accurately represented in the applications submitted as well as the members selected for service. The PWC program will facilitate program wide recruitment to its networks but does not have the capacity to reach all host site’s networks. How will your organization aid in member recruitment? Once selected, how will you ensure that the member at your site is connected to the community he or she will serve? 9. Choosing Members: PWC Staff plans to coordinate the schedules for all candidate interviews. At least one PWC staff member and at least the organizations site supervisor must be present at all interviews. Are you willing to create a joint interviewing session with the AmeriCorps Program? 10. Supervision: Describe how the selected site supervisor is the appropriate choice for member supervision; describe their role within the organization, time with the program & organization, connections to the community and other applicable information. How will you and/or the site supervisor ensure that the member is prepared to overcome challenges in project implementation? Additionally, you are required to provide the equipment necessary to complete the duties listed on the position description. Describe your organization’s capacity to manage the AmeriCorps member(s), including the provision of adequate desk space with phone/fax/computer/internet connection. Page 18 of 21 11. Host Site Match: What funding source will your organization utilize to secure the required host site match? Include the amount of any unpaid host site match from previous and/or current AmeriCorps placements. Please note, paying the Host Site match with federal dollars is prohibited, unless you receive written permission. II. Position Description: Include a separate position description for each AmeriCorps member requested using the template provided on the last 2 pages. Each position description can be no longer than 1 page, and should be attached to the end of proposal application. Do no remove any text in RED. If the requested position(s) are awarded, this document will be used to recruit candidates and to structure daily activities once service begins. Since it is referenced by the AmeriCorps Member Agreement, members may ONLY do activities listed in the position description. The position description may be updated after submission if necessary. Describe the activities each member will perform for your organization. Include the specific daily tasks of the proposed AmeriCorps member. Tasks should follow the list of approved activities: Recruitment and mobilization of community volunteers Community education Supporting and modeling direct service for community members III. Budget: Please include a summary of your organization’s annual budget from the previous year. **Member placement is contingent on the approval of funding to the PWC AmeriCorps Program** Power of We Consortium AmeriCorps State Program Full Time Position Description Position Title: Category: Host Site: Site Supervisor: AmeriCorps Service Member Stipend: $12,530 Position Type: Full-time, 1700 hours HR Contact: AmeriCorps Program Manager Dates of Service: Oct. 13, 2015-Sept.16, 2016 Position Description Organization Information: [Type a brief description of your organization if desired.] Role and Responsibilities: [Type a description of the essential roles, responsibilities and activities a candidate can expect to assume in this position, using a Details style description. For additional duties use the Bulleted List style. If travel is required include how much in description:] Bulleted list item Bulleted list item Minimum Qualification: Be at least 17 years of age. Minors must have guardian permission. Applicants must have HS diploma, GED or working toward the completion of one. U.S. citizen, U.S. national or lawful permanent resident of the U.S. Pass the following checks: State of Michigan, DHS Central Registry Clearance, FBI Fingerprinting, and State & National Sex Offender Registry [Add any additional work experience and educational background that a candidate should have when applying for position. These requirements should be in addition to the AmeriCorps requirement of having at least a high school diploma/GED upon starting service. ] Preferred Skills [Type a description of any additional skills or experience that would be considered favorable for a candidate who is applying for this position if applicable.] Compensation: Members will receive a living allowance of $12,530 distributed bi-weekly from October 13, 2015-September 16, 2016 and receive student loan forbearance for qualified loans. Upon successful completion of service an education award in the amount of $5,645 will be issued. Members will serve ~35 hours/week. All interested candidates must submit a cover letter and resume to Power of We Consortium AmeriCorps Program Director, Andrea Villanueva at [email protected] no later than August 3rd, 2015 by 5pm. Page 20 of 21 Power of We Consortium AmeriCorps State Program Half Time Position Description Position Title: Category: Host Site: Site Supervisor: AmeriCorps Service Member Stipend: $6,400 Position Type: Half-time, 900 hours HR Contact: AmeriCorps Program Manager Dates of Service: Oct. 13, 2015-Sept.16, 2016 Position Description Organization Information: [Type a brief description of your organization if desired.] Role and Responsibilities: [Type a description of the essential roles, responsibilities and activities a candidate can expect to assume in this position, using a Details style description. For additional duties use the Bulleted List style. If travel is required include how much in description:] Bulleted list item Bulleted list item Minimum Qualification: Be at least 17 years of age. Minors must have guardian permission. Applicants must have HS diploma, GED or working toward the completion of one. U.S. citizen, U.S. national or lawful permanent resident of the U.S. Pass the following checks: State of Michigan, DHS Central Registry Clearance, FBI Fingerprinting, and State & National Sex Offender Registry [Add any additional work experience and educational background that a candidate should have when applying for position. These requirements should be in addition to the AmeriCorps requirement of having at least a high school diploma/GED upon starting service. ] Preferred Skills [Type a description of any additional skills or experience that would be considered favorable for a candidate who is applying for this position if applicable.] Compensation: Members will receive a living allowance of $6,400 distributed bi-weekly from October 13, 2015-September 16, 2016 and receive student loan forbearance for qualified loans. Upon successful completion of service an education award in the amount of $2,822 will be issued. Members will serve ~35 hours/week. All interested candidates must submit a cover letter and resume to Power of We Consortium AmeriCorps Program Director, Andrea Villanueva at [email protected] no later than August 3rd, 2015 by 5pm. **Member placement is contingent on the approval of funding to the PWC AmeriCorps Program**
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